Writing an email to a professor takes a bit more thought than shooting an email to a friend or sending a text. Your education is the beginning of your professional career, and you should treat any interactions you have in a professional manner, including emailing. For instance, you should always use your academic account and open your email with a formal greeting. Treat the interaction as you would a formal business letter. Be concise, and remember, grammar counts!

Steps

Part 1

Making a Good First Impression

1

Check the syllabus for the answer first. Often, the question you would like to ask has already been answered in the material the professor has provided at the beginning of class. Asking a professor to go over this again makes you look like you are not a serious student, and it frustrates the professor because it wastes their time.[1]

If your professor only gives you a list of readings, it's fine to email them with a question that isn't answered in the syllabus.

2

Use your academic account. Professors are deluged with emails every day. By using your school account, you'll have a better chance of avoiding the spam filter. Plus, your school email looks more professional. It also lets the professor know who's actually sending the email, as school emails are usually based on your name.[2]

3

Include a strong subject line. A subject line clues your professor in to what the email is about before they open it. That can be helpful because they can set aside an appropriate amount of time to deal with it. Make sure the subject line is clear and to the point.[3]

For instance, you could write "Question about Current Assignment" or "Final Essay."

4

Start with a greeting using the professor's title and surname. It can be tempting to just to plunge into your request. However, when you're writing to a professor, you need to treat it more like you would a formal letter. Begin with "Dear Dr. Jones," followed by a comma. Make sure to use the professor's last name.[4]

If you're not sure if the professor has a doctorate, you can address them as "Professor Jones."

You can use a bit more informal greeting, such as "Hello Dr. Jones," if you've had personal interactions with the professor.

Part 2

Creating the Content of the Email

1

Remind the professor who you are. Professors have many students to keep track of, and they'll need to be reminded of who you are. Say your name, as well as the class you have with the professor, including the specific class period, such as "MWF at noon."[5]

2

Stick to the point. Professors are busy people, so you don't want to drag out your email. Say what you need to say as briefly as possible, leaving out any extraneous details.[6]

For instance, if you have a question about an assignment, get to the point: "I have a question about the assignment you gave us last Tuesday. Do you want us to work in groups or alone?"

3

Write in complete sentences. This email is not a Facebook post or a text to a friend. That means you need to use complete sentences when writing to your professor, as anything less does not look professional.[7]

For instance, don't write, "Awesome class, man... stellar!"

Instead, write, "You gave an enlightening lecture last class."

4

Work on tone. When you're first contacting a professor, keep your tone and language very professional. That means no emojis! If you develop a correspondence with your professor, you may find that you can get a bit more relaxed as the semester goes on. That's particularly true if your professor initiates a bit of informality (such as by sending an emoji in an email to you).

5

Make requests politely. Many students try to demand things from their professors. That will get you nowhere. Instead, phrase your issue as a request that the professor can grant or not.[8]

For instance, you may want the professor to give you an extension on a paper. Don't say, "My grandmother died. Give me an extension on this paper." Rather, say, "I've had a difficult week with the death of my grandmother. Would you please give me an extension on this paper?"

6

Use proper punctuation. In an email to a friend, it may be fine to skip over periods and commas. However, when you're writing to your professor, make sure you are using punctuation where you should.[9]

7

Spell out words. As much as text language is taking over the internet, professional emails are one place where you should leave it behind. That is, don't use "u" in place of "you," or "2morrow" in place of "tomorrow." Use proper spellings.[10]

Don't forget to run your email through spellcheck.

8

Capitalize words appropriately. Words at the beginning of sentences should be capitalized, as should proper nouns. Don't slip into text speak where you selectively capitalize words. Make sure you are always capitalizing words that need to be capitalized.

Part 3

Finishing Up Your Email

1

Specify what action you want the professor to take. Make sure you've said exactly what you want from the professor at or near the end of the email. For instance, if you want a reply, let the professor know. If you need to meet with them, make that known as well.[11]

2

Read over your email for grammar. Go through your email to check for any grammar mistakes. Most of the time, you'll catch a mistake or two you made that you need to correct.[12]

3

Look the email over from your professor's perspective. Think about the content of the email to make sure you aren't demanding something. Also, make sure it's really as concise as it can be. You don't want to overshare about your personal life, as that's not professional.[13]

4

End the email with a salutation. Just like you began the letter formally, you need to end it formally as well. Use a word like "Sincerely" or "Best," followed by a comma and your full name.[14]

5

Check back again in a week. Once you've sent the email, you don't want to pester your professor for an answer. However, if you haven't heard back in a week, you can try again, as your email may have been lost in the shuffle.[15]

6

Acknowledge a reply. Once you receive a reply, make sure you acknowledge that you received it. A simple "Thank you" may be enough. If necessary, write a more extensive email using these same guidelines to keep it professional. If your problem or question is not being adequately resolved by email, ask for an appointment to meet in person.

For instance, you could say, "Thank you for addressing my question. I'll see you in class."

If you'd like to meet, you could write, "I appreciate your thoughts on this issue. Would you mind if we met in person to discuss it in more detail?"

Sample Personal Emails

Nope! An email to your professor should contain proper spelling, grammar and punctuation. Avoid "text speak," such as "2morrow" for "tomorrow" or "u" for "you." Try again...

A blank subject line.

Try again! Instead, include a strong subject line that clues your professor in to what the email is about before they open it. That can be helpful because they can set aside an appropriate amount of time to deal with it. There’s a better option out there!

Your academic email address.

Correct! You should use your academic account for school-related correspondence. Plus, by using your school account, you'll have a better chance of avoiding the spam filter. Read on for another quiz question.

The professor's first and last name.

Not quite! Start with a greeting using the professor's title and surname. Remember that this is a formal letter. Begin with "Dear Dr. Jones" or "Dear Professor Jones" followed by a comma. Pick another answer!

Score0 / 0

Part 2 Quiz

Why should you include your class name and its meeting times in your email?

Because your professor has many students and classes to keep track of.

Right! Your professor most likely teaches many classes on many different days and times. Including your specific class and its meeting times lets them quickly know which class you're asking about. Read on for another quiz question.

Because you want the professor to talk to you during the next class.

Nope! If your professor has answered your question via email or set up a meeting with you, they do not need to talk to you during class. While you can approach your professor before or after class, it is up to you to initiate the conversation following your email. Try again...

Because you want to show the professor you attend class regularly.

Not quite! Firstly, just knowing the days and times your class meets doesn't prove your attendance. Secondly, if your professor is concerned with attendance, they will probably discuss that with you separately. There’s a better option out there!

Because you want to meet with the professor during your class time.

Definitely not! You should not ask to meet during your regular class time. Your professor will have other things planned for the whole class at this time. Try another answer...

Score0 / 0

Part 3 Quiz

What should you do when sending your email?

Close the email with a salutation.

Close! You definitely need to end the email formally. Use a word like "Sincerely" or "Best," followed by a comma and your full name. But keep in mind that there are other things you need to do when sending your email. Choose another answer!

Highlight the action you want the professor to take.

Not quite! It is true that you should ensure you've said exactly what you want from the professor at or near the end of the email. For instance, if you want a reply, let the professor know. If you need to meet with them, make that known, as well. However, there are other things you should do when sending your email. Choose another answer!

Check for mistakes.

Almost! You should definitely read through your email to check for any spelling, grammar and punctuation mistakes. Most of the time, you'll catch an error or two that you need to correct. Still, there are other things you need to do when sending your email. Choose another answer!

Follow up in a week.

Not exactly! It is true that once you've sent the email, you don't want to pester your professor for an answer. However, if you haven't heard back in a week, you can try again, as your email may have been lost in the shuffle. Still, there are other things you should remember when sending your email. Guess again!

All of the above.

Correct! When sending your email, you need to close the letter with a salutation, highlight the action you want the professor to take, and check for grammatical mistakes. If you haven't heard back within a week, you can follow up to make sure your professor got the email! Read on for another quiz question.

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Community Q&A

How do I email a professor if I won't be able to attend class because I am sick?

wikiHow Contributor

Send the email in advance of class. Here's an example of an email you could send with your own details filled in: "Dear Professor Smith, This is Steve Jones from your Communications 101 class that meets at 9am. I will not be in class Thursday, September 1st due to an illness. Sincerely, Steve."

How do I write an email to my school principal asking to send my high school transcript to various universities where I am interested in applying?

wikiHow Contributor

Go to your high school's guidance office instead, and tell them you want your transcripts sent to schools. They will usually have forms for you to fill out detailing the contact information for the schools you wish to apply to, and then they will take care of the rest.

Make the phone call to your lecturer or make an office appointment. Explain your reasons behind why you did not submit work on time. They will appreciate the effort of a call or appointment over an email.

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About This Article

How helpful is this?

Co-authors: 42

Updated:

Views: 3,115,691

SB

Shanice Bryan

Jan 18, 2017

"I like how they broke it down into a step-by-step procedure. With that being said, it gives the students a better understanding what is expected of them and how to approach their professor. Those are some useful tips to help us out in the long run."..." more

LN

Lexi Navarro

Apr 26, 2016

"The most helpful thing in this article was that there were a lot of great tips, and many helpful steps. When I wrote this email to my professor she did not seem annoyed or bothered, and she answered rather quickly. Thanks."..." more

RS

Rhonda Steele

Aug 24, 2016

"The overall article was very formative. I have been guilty many times of being informal when writing emails. I also have received informal emails from teachers. I will use this format in my future emails."..." more

MC

M.P. Clark

Aug 13, 2016

"I want to direct my students to a good, thorough sites about email etiquette, and this article does the trick. Thanks for compiling it!"..." more